- CRM level
- Campaign level
- Action level
In order to better understand the abilities provided by Linked Helper, we are going to review several close to real-life cases of managing profiles (filtering, excluding, adding, etc.) in different lists and sub-lists. The experience of filtering profiles is similar across all levels: CRM, Campaign list, but as we progress further through different lists, you will see that the number of actions that can be performed on profiles may vary from list to list.
Let's take a look at Linked Helper CRM. Each Linked Helper Instance, where a LinkedIn account is being managed, has its own separate database which stores all the profiles. CRM, basically, is one big list containing all the profiles that were ever collected to any campaign or added to CRM directly.
Please, note that Linked Helper is not a cloud solution, it stores all its data locally on your PC which can be moved between several devices via backups.
From the CRM profiles can be added to any other campaign, provided that they have not been already added, processed, or excluded from that campaign. Here is how Linked Helper looks like:
- Action buttons - here you can choose what to do with selected profiles: select all in bulk or one by one, add selected to a campaign, add custom fields, download them into a CSV, or assign a tag.
- Filters area - allows you to filter profiles before sending them to a new campaign. For example, you may want to filter out 2nd and 3rd-degree profiles with Open link status in order to send them a free InMail message.
- View & navigation settings - Linked Helper can show even 100 profiles per page in case your screen is big enough or vertically oriented.
Filters and action buttons
Below is the list of the built-in Linked Helper filters. Every filter is available on each level: CRM, Campaign list, and Action list levels.
- First name - profile's first name. If it is manually changed in CRM to custom one, then Linked Helper will show the profile only if the custom name is used.
- Last name - profile's last name. If it is manually changed in CRM to custom one, then Linked Helper will show the profile only if the custom name is used.
- Company - profile's current company. It is not always filled-in even after scraping the profile, for example, if there is no current company. If it is manually changed in CRM to custom one, then Linked Helper will show the profile only if the custom name is used.
- Position - profile's current position. It is not always filled-in even after scraping the profile, for example, if there is no current company. If it is manually changed in CRM to custom one, then Linked Helper will show the profile only if the custom name is used.
- Headline - is the text below your name in the introduction card on profile. It's displayed in search results and can be separate from the title of the profile's current position.
- LH ID - Linked Helper database internal identification number. Unique per database, but not across different databases.
- LinkedIn ID - LinkedIn identification number. Every profile has several different IDs across different platforms such as Sales Navigator, Recruiter, Talent. Only LinkedIn member ID is unique and can not be changed.
- Relationship - the degree of connection (1st, 2nd, 3rd, Out of network). Your Network and Degrees of Connection - LinkedIn Help
The above-mentioned values can not always be collected, so you can filter profiles who have or do not have a certain field filled in via choosing Field is set / Field is not set options, for example, filter those who were imported from an external source.
Filters below can be set to YES, NO, ANY:
- Avatar - whether or not the profile has a profile photo.
- Premium - whether or not the profile has a Premium subscription.
- Influence - LinkedIn Influencers are selected by invitation only and comprise a global collective of 500+ of the world's foremost thinkers, leaders, and innovators. LinkedIn Influencers - LinkedIn Help
- Open Link - The Open Profile Premium feature allows anyone on LinkedIn to contact a Premium member for free, even if they're not in the sender's network. Open Profile and Messages - Overview
- Jobseeker - Job Seeker Premium subscriber who choose to call this out explicitly in the profile page - Linkedin Premium
Linked Helper shows all tags in the drop-down menu, even those that are not assigned to any profile:
- Has Tags - shows profiles with chosen tags.
- Hasn't tags - shows profiles without chosen tags.
Below is the list of all available action buttons. Unlike filters, only part of these action buttons is available at any level and any list. For example, there is no sense in the Exclude button in the Exclude list or Add profiles button in the Processed lists, etc.
- Select all - selects all profiles in the list. If filters are used, only filtered profiles are selected.
- Deselect all - deselects all selected profiles in the list.
- Add contacts - adds profiles from any source like a LinkedIn page, CSV file, CRM, etc.
- Add to - once profiles are selected, you can add them to another Campaign / Action.
- Custom fields - uploads custom fields. Not available in Campaign and Action lists in the Basic user interface.
- Delete - deletes profiles from the list.
- Exclude - excludes profiles from being processed or collected. Profiles are excluded from the whole campaign.
- Retry - moved profiles back to the Queue, no matter whether the profile was successfully processed or failed.
- Return to Queue - deletes profiles from the Exclude list and returns to the Action Queue where it was excluded from.
- Move to the next action - allows you to skip profile from processing in the current action and moves it to the Queue of the next Action.
- Download - downloads selected profiles into a CSV file.
- Change platform - allows choosing the LinkedIn platform for processing profiles.
- Tag - adds or removes tags from profiles.
You can review the profiles in order to exclude, delete, or skip them. Each Linked Helper campaign has a Lists tab with several lists where profiles are stored.
At the same time, as you probably already know, a workflow of a Linked Helper campaign can consist of several actions. Each action has a set of lists that is similar to the lists on a campaign level but those lists are not equal to the campaign lists.
Below are the lists of campaign level. As you can see, most of them are duplicated on the left side (1) for your convenience. In order to see all of them in the Lists (2) tab, simply click any list on the left side:
Let's take a close look at every list.
Here is the place where the workflow for most of the profiles begins. Campaign Queue contains profiles of the very first Action of the Workflow or those profiles from other Queues who did not drop there from the above Action but were added there manually (from CRM, via Lists Manager, from the CSV, etc). After collecting, you can delete or exclude certain profiles.
For example, profiles without avatars most likely joined LinkedIn not long ago and have a small number of 1st-degree connections, hence you may want to avoid inviting them. You can simply filter them out (1) and then delete (2) from the Queue, but in such a case, later they will be collected again. To prevent that, you can exclude (3) profiles so they won't be added again:
Now we have some profiles in the Exclude list.
It contains a list of profiles who either were excluded from the campaign at a certain step or those who were excluded before they get to the Queue, hence they should not be collected or added to any Queue manually. This is applied to every Action of the campaign.
There might be a situation when you need to exclude the same profiles from more than one campaign. You can easily do that by selecting the needed profiles or all of them (1) in the Exclude list of one campaign and add them (2) to the Exclude list of another:
When you delete profiles from the list, there could be a situation when some profiles are in the Excluded list because they were in Queue of some Action at the moment of excluding.
You will be offered either to delete profiles from the Excluded list and return them back to their Queues, hence the campaign will continue for them, or remove profiles from the Exclude list only, leaving excluded profiles where they are. In the latter case, profiles, who were excluded, won't be returned to Queues and processed in the campaign:
Those profiles who were not in the Excluded list, hence were not part of the Queue before being excluded, will not be added to the Queue, of course. However, if you want to add them to the campaign Queue, please, check this instruction.
As it was already mentioned previously, Exclude and Excluded lists are not quite the same thing. Excluded list contains only those profiles who had been a part of a queue of any Action before they were added to the Exclude list of the Campaign at some point, while the Exclude list contains all excluded profiles no matter whether they were in the Queue of any Action at the moment of excluding or not. Hence the Excluded list is a subset of the Exclude list.
they won't be collected to any queue;
they will be marked as excluded for the whole campaign.
profiles will be marked as excluded from this Action;
profiles will be added to the global Exclude list;
profiles will not be processed by any further actions.
Please, keep in mind that the Excluded list of Campaign Lists tab contains excluded profiles of all actions, while the Excluded list of an Action contains profiles excluded only from a particular Action.
If later, after reviewing and excluding some profiles out of the Queue, you change your mind and decide to return profiles back to the Queue, then the easiest way to do that is to select them in the Excluded list and click Return to Queue button. As a result, profiles will be deleted from both Exclude and Excluded lists and added to those action Queues where they were excluded from.
Here you can see profiles that have been pushed through the workflow, yet haven't reached the end of it. The list combines profiles from Queues of all Actions except the very first Action, as well as it does not include those profiles who did not fall into Action's Queue from the above Action, i.e. were manually added from CRM, other lists, uploaded from CSV, etc.
You cannot do anything special here apart from filtering profiles, tagging, downloading, or adding to another Campaign:
The list contains profiles that have replied to a message sent within this particular campaign. It is important to bear in mind two things about reply detection:
- Linked Helper is NOT continuously monitoring replies to your messages, it checks reply of a certain profile to the previous message sent via the current campaign ONLY when processing it via the next messaging action.
- Currently, Linked Helper checks reply only to the previous message of the current campaign (provided that Reject if a contact replied after # setting is enabled). So if the first message was sent via campaign A and the second message will be sent via campaign B, then reply to the first message will not be detected.
As with processing profiles, profiles that replied can also be filtered, tagged, downloaded, or adding to another Campaign:
Successfully processed profiles by the last Action in the Workflow.
If you are using Basic User Interface, then it is possible to add profiles only to the Campaign Queue or the very first Action of the workflow, hence most likely all profiles in Campaign's Successful list were processed via every Action of the workflow.
However, there three two cases when a profile in the Successful list of Campaign was not processed in every Action:
- Profile was skipped from processing in certain Action(s).
- Profile was added not into the first, but into any Action of the Campaign via the Collect menu or Lists Manager in Advanced User Interface.
- Action was added in the middle of the workflow while there were processed profiles in both upper and lower actions. In such a case, some profiles will get into the Skipped sub-list.
Contains failed profiles that could not be processed by Actions due to different reasons, for example, profiles are unavailable, network issues, etc.
The list is duplicated in the left menu, from where you can move some failed profiles back to the Queue via Retry button. This button works only for profiles with temporary errors, while another part of profiles will remain in the Failed list (but can be moved back to the Queue manually from Action's Failed list).
For example, the Navigation to profile page failed error is a temporary one since it's a network, proxy, or LinkedIn glitch, and most likely later profile page will be opened. The Profile is unavailable error means the link does not lead to a profile but to This profile is not available LinkedIn web page which means the URL is corrupted or the profile was deleted by LinkedIn, hence there is no sense in returning:
Contains profiles for whom the workflow is over: successfully processed profiles in the last Action, excluded, failed, replied, or messaged profiles.
As with processing profiles, profiles that replied can also be filtered, tagged, downloaded, or added to another Campaign:
Lists on the action level are almost the same ones that you see on the campaign level, though each action has its own set of lists.
You should keep in mind the difference between campaign and action level list: the former contains profiles from all Actions, while the latter only those profiles who were or will be processed in the current one.
Let us now review the lists of Message to 1st connections Group members action because it contains all the lists that an Action can contain:
An Action Queue is a list of profiles that will be processed in the current Action.
In Basic User Interface you can:
- Add contacts to the first Action Queue (1);
- Add selected profiles to another Campaign (2);
- Delete profiles from the Queue (3);
- Exclude profiles from the Campaign (4);
- Skip profiles from being processed by current action via Move to the next action button (5); for example, when you already send the same message manually which Linked Helper should send;
- Download collected profiles (6). Please, note that in order to get all information from the profile's page, the profile must be extracted first;
- Tag selected profiles:
If Advanced User Interface is enabled, it is possible to:
- add profiles to the Queue even if the Action is not the first one in the Workflow (1);
- add Action level custom fields (2);
- change the platform for processing profiles (3).
Linked Helper has completed the Action for these profiles resulting in replied, messaged, successful, failed, skipped, or excluded profiles.
As with processing profiles, profiles that replied can also be filtered, tagged, downloaded, or added to another Campaign
The list contains profiles that have replied to a previous message sent within this particular campaign. The result of "Reject if a contact replied after..." work, this option is available only for "Message to 1st connections | Group members". It checks a message history from the current moment until the date of the message/invitation sent by the action above in the workflow. Note: message history is checked only once when a profile is being processed by "Message to 1st connections | Group members".
Profiles that replied can also be filtered, tagged, downloaded, or added to another Campaign.
You can select them and click the Retry button to move them back to the Queue if you need, but in this case, you need to disable the Reject if a contact replied after # setting otherwise profiles will again be rejected.
Profiles that received a message from you (sent either manually or via Linked Helper). They were stopped from processing because at the moment of sending a message from the current action Reject if you or LH messaged a contact after the connection date setting was switched on.
Profiles that replied can also be filtered, tagged, downloaded, or added to another Campaign.
You can select them and click the Retry button to move them back to the Queue if you need, but in this case, you need to disable the Reject if you or LH messaged a contact after the connection date setting, otherwise, profiles will be rejected again.
Successfully processed profiles by the current Action. As in Replied and Messaged lists, there is a possibility to return profiles back to the Queue.
Important: in case of Message to 1st connections | Group members" action, returning profiles from the Successful list most likely will result in a duplicate message, because once a profile is returned, it is also deleted from both Successful and Processed lists.
Profiles that were either manually skipped from the current Action to the next one or were skipped because you added another Action between Action #1 and Action #2, both of which had processed profiles at the moment of adding new action. The number of skipped profiles in the latter case is equal to the number of processed profiles of the next action:
Another reason why profiles are skipped is that you moved them to the next action manually via Move to the next action button, described in this section of the article.
If you accidentally moved profiles to the next action but now want to revert it all back, then you should know that Linked Helper does not have an "Undo" feature, however, you can return the profiles back:
- Go to the Queue of the next Action Queue where they should not be.
- Select the profiles (tag them to easily identify in the next steps of this instruction - How to use tags in Linked Helper?).
- Delete the profiles from the Action Queue where they should not be.
- Go to the Skipped sub-list of the Action where the profiles were skipped from.
- Select those skipped profiles (you can use tags to filter them).
- Click Retry button:
This list profiles that were failed during processing via current Action. As it was already said in the section on the Failed list of Campaign, only profiles with 'temporary' errors, such as network issue, can be returned from the Failed to Queue list via the Retry button in the left Campaign menu. However, if you need to return the rest of the profiles back to the Action Queue, you can do this via the Retry button from Failed list of every Action.
It also could happen that a profile cannot be processed in the current Action and falls into the Failed list, but you need this profile to be processed in the other Actions below. In such a case you can move the profile to the next Action Queue:
This list contains profiles that had been a part of the current Action Queue before they were added to the Exclude list of the Campaign.
It is possible to:
- delete profiles from the list (Note: deleting profiles from this list does not mean they will be deleted from the Exclude list and will continue )
- return profiles back to the Queue (Note: returning profiles means they will be deleted from the Exclude list as well, hence Linked Helper will be able to process such profiles in the next Actions):